Administrative Assistant to The Chair

**Job Description**: **About MRU**: Founded in 1910 and located in Calgary, Alberta, Canada, Mount Royal University grew into a vibrant college in the 1930s and became a mid-sized university in 2009. Mount Royal has carved out a distinct niche by offering smaller class sizes, a robust liberal education and unique undergraduate programs. Currently, more than 14,000 credit students choose from 12 bachelor degrees and 36 majors. Mount Royal University is located in the traditional territories of the Niitsitapi (Blackfoot) and the people of the Treaty 7 region in southern Alberta, which includes the Siksika, the Piikani, the Kainai, the Tsuut'ina and the Iyarhe Nakoda. We are situated on land where the Bow River meets the Elbow River. The traditional Blackfoot name of this place is "Mohkinstsis," which we now call the city of Calgary. The city of Calgary is also home to the Métis Nation. About the Department of Economics, Justice, and Policy Studies The Department of Economics, Justice, and Policy Studies, located in the Faculty of Arts, offers two degrees: Bachelor of Arts in Criminal Justice, and a Bachelor of Arts in Policy Studies. Both majors have embedded Work Integrated Learning (WIL) opportunities in their curricula: the criminal justice practicum, and the policy studies internship. We also offer four minors: economics, finance and economics, international business and economics, and political science. We are a large department with 22 full time faculty members, approximately 20 contract faculty, two lab instructors, and an embedded practicum coordinator. Both the criminal justice and the policy studies majors are cohort-based programs, which enjoy active and robust student societies. **About the Role**: Reporting to the Chair, the Department Administrative Assistant performs a range of administrative duties. Working with a high degree of independence, the Department Administrative Assistant ensures effective support for ongoing departmental operations such as book orders, contracts, room scheduling, budget support and assisting with departmental committees. In addition, the Administrative Assistant acts as a point of first contact with students and other visitors to the department, and a communication link between the faculty and staff of the department, with staff of other areas of the university. Other key responsibilities include supporting the Chair with administrative duties that include maintaining a daily calendar, monitoring the departmental budget, and academic scheduling, workload reporting and hiring processes. **Responsibilities**: **Communication**: - Act as a central point of communications for the department and screen all telephone calls/visitors by providing information directly or referring queries as appropriate. - Act as a contact for faculty, students and others wishing to see the Chair, ascertain priority/need and make appointments as appropriate - Organize and maintain calendar/daily schedule for the chair by booking appointments and meetings - Monitor and communicate university and department policies and procedures to faculty and students - Communicate and collaborate with other departments, in particular Scheduling, University Advancement, Marketing, Maintenance, Human Resources and Payroll - Flag issues for the Chair **Clerical** - Provide administrative assistance to the Department and Faculty, and ensure that the department operates effectively by performing a range of administrative support duties - Format, produce and distribute a variety of written correspondence and documents from rough drafts and verbal directions; e.g.: website updates - Coordinate logistics for meetings and/or special events including booking of facilities and any required audio-visual equipment, arranging hospitality, distributing agenda and associated reference materials - Take and compile minutes and agendas as well as prepare meeting background documents - Arrange travel, transportation and accommodations as required - Input departmental website information as requested - Work in conjunction with Chair to ensure all tenure evaluation deadlines are met according to the timelines in the Tenure and Promotion Handbook - Communicate with faculty to ensure that all university deadlines are met, such as scheduling of classes, final exam schedules and Bookstore orders - Act as liaison for part-time faculty between department and Registrar’s office, Payroll, Finance and other departments regarding schedules, contracts, and the collective agreement, etc. - Schedule and track peer evaluations for Chair - Organize and arrange office set-up for new instructors - Enter and revise faculty information in the Banner system - Act as a resource for other staff in the department - Clerical tasks are performed as approved by the Chair - Orient new faculty as required regarding front-office procedures - Assist Chair with recruitment - Establish and maintain the electronic filing system - Distribute mail and